Screen sharing is a great way to enhance your conference calls. But when you're adding a visual element to your meetings, there are a couple of things you can do to make sure everything stays professional and goes to plan.
Don't forget to tell your participants that you'll be using screen share for your conference call. It's important to inform them of the process so they know exactly how to access it at the time of the meeting and also that they’ll need to be near a computer or mobile device during the call.
For your meeting to go to plan, you need to know how your tools work. Especially for screen sharing tools, every process is different. So if you test it first and learn the ins and outs of the product, you'll be confident in how to use the product when it comes to the time of the call.
When you're sharing your screen with your participants, it's best to turn your desktop notifications off so you don't see any email or instant message notifications popping up on everyone's screen to read - particularly if it's private!
To avoid any awkward drop outs, having a reliable internet connection will make sure your screen sharing tool works perfectly and runs without a hitch.
If you’ve got multiple screens that you’re connected to, make sure you pick the right screen you want to share, or minimise all other windows to make sure that you only share the content you want your participants to see.
If you want to keep your meeting professional, have all of your documents ready and open to share so you don’t leave your participants waiting when they join your screen share.
Before you start your presentation and get carried away with your meeting, check in with your participants and see whether they can see your screen – otherwise they won’t understand what you’re explaining!
If you’re screen sharing, it’s easy to focus on everything your participants are going to see, but what people often forget is what they’re going to say in their meeting. Think of it like a meeting you have with your colleagues or customers, no one likes listening to people who read off a screen word by word.
If you need to pull a document up at the last minute, your participants don’t need to look at all of your folders or where you store your files. Don’t be afraid to temporarily stop sharing your screen while you find the files you need. Your participants will remain in the session and you can easily start sharing again once you’re sorted.
So your screen share has run without a hitch, but when you're finished make sure you remember to exit your screen share, otherwise the rest of your participants will continue to be able to see your screen after your meeting has ended!